We are seeking a detail-oriented Accounts Payable Specialist to manage vendor invoices, maintain accurate AP records, support payment processing and month-end activities, and ensure timely, accurate financial transactions using ERP and AP automation systems.
Responsibilities:
- Process vendor invoices accurately and efficiently through the Accounts Payable automation platform.
- Review invoices for completeness, assign appropriate General Ledger coding, and route invoices through approval workflows.
- Ensure invoices are recorded against the correct entity, department, cost center, and subsidiary.
- Monitor invoice status and ensure timely processing in accordance with payment terms.
- Maintain accurate vendor master records, including:
- Vendor setup
- Banking information
- Tax documentation
- Record updates
- Communicate professionally with vendors regarding invoice status, payment inquiries, and account-related questions.
- Support weekly payment run preparation by validating approved invoices and identifying duplicate or incorrect transactions.
- Reconcile Accounts Payable sub-ledgers to the General Ledger.
- Assist with month-end accruals for outstanding invoices.
- Ensure Accounts Payable records remain accurate and audit-ready.
- Support annual vendor tax reporting activities, including identification of reportable vendors and preparation of supporting documentation.
- Maintain organized digital records and supporting documentation for all Accounts Payable transactions.
- Ensure compliance with company policies, accounting standards, and internal controls.
- Escalate invoice coding questions, purchase order discrepancies, and vendor disputes to the Accounts Payable Manager.
- Identify opportunities to improve Accounts Payable processes and workflow efficiency.
- Assist with finance projects and additional accounting responsibilities as required.
Required Qualifications:
- 2+ years of accounts payable experience in a multi-entity or shared-services environment
- Working knowledge of NetSuite or comparable ERP (SAP, Oracle, Sage Intacct); NetSuite strongly preferred
- Experience with an AP automation or document management platform (Kefron, Bill.com, Stampli, or similar)
- Strong command of written English — clear, professional vendor communication is required
- Intermediate Excel proficiency (VLOOKUP/XLOOKUP, pivot tables, data filters)
- Detail-oriented with strong data accuracy and a low error rate on high-volume transaction processing
- Comfortable in a fast-paced, growth-stage environment with evolving processes and systems
Preferred Qualifications:
- Bachelor's degree in Accounting, Finance, or a related field.
- Experience supporting a US-based finance team in an offshore or remote capacity
- Familiarity with US vendor compliance requirements (W-9, 1099-NEC/MISC)
- Exposure to construction, utilities, or real estate industries
- NetSuite OneWorld multi-subsidiary experience
